ax2012 hrm

MODULE 1: INTRODUCTION TO HUMAN RESOURCE MANAGEMENT

Module Overview The talents and efforts of the people in your company or organization are among your most valuable assets. Human resources for Microsoft Dynamics AX helps fulfill the potential of your workers, while reducing the cost and complexity of administrating worker and organizational information.

You can use Human resources to complete the following tasks:

• Administer organizational structures, including formal and informal hierarchies and position management.

• Maintain comprehensive information on workers from the day that they first apply for a job to the day that they leave your organization.

• Define organizational benefit plans and options, enroll workers in benefits, combine compensation with benefits, assign dependent coverage, and designate beneficiaries.

• Control absenteeism by establishing, communicating, and monitoring absence policies. This includes approval procedures and centralized or self-registration.

• Manage worker competencies to identify and effectively deploy the best people for the company's tasks.

• Review performance levels through discussions, and then outline steps for improvement by creating and implementing goals for workers.

• Set up, deliver, and analyze training courses that include agendas, sessions, and tracks, together with demographic information about participants.

• Administer recruitment initiatives, such as web advertisements, web applications and screening, developments, applicants and applications, and correspondence with candidates.

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Human Resource Management in Microsoft Dynamics® AX 2012 R2 Objectives

The objectives are:

• Describe how HRM integrates with other modules.

• Describe which data from HRM is shared across companies and which is specific to a company.

• Define HRM parameters, such as identification types and number sequences.

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Module 1: Introduction to Human Resource Management

Introduction The following steps describe the general task flow in HRM.

1. Manage the organization. 2. Plan organizational elements. 3. Manage the worker environment. 4. Manage teams. 5. Recruit a workforce. 6. Manage recruitment projects. 7. Maintain workers. 8. Retain workers. 9. Manage worker absences. 10. Manage worker competencies. 11. Motivate the workforce. 12. Manage performance. 13. Manage training. 14. Manage compensation. 15. Terminate workers.

Workers can also maintain and review some of their own information by using the Enterprise Portal.

Areas of Integration With Other Modules

Human resources can be integrated with the following modules and Microsoft programs:

• Payroll - Many human resources settings affect Payroll. Worker and position settings, in particular, must be configured correctly before you can process a worker’s pay. To simplify Payroll setup, you can access the Human resources settings through either the Human resources area page or the Payroll area page.

• Project management and accounting

• Travel and expense

• Sales and marketing

• General ledger

• Questionnaires

• Production control

• Inventory and warehouse management

• Global address book

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Human Resource Management in Microsoft Dynamics® AX 2012 R2 • Microsoft SQL Server Report Services

• Microsoft Excel

• Enterprise Portal – Workers and managers can maintain worker records without using the Microsoft Dynamics AX client.

Details are available in the courses for the specific modules.

Shared Data Across Companies

Some data that is used in Human Resource Management is shared across the enterprise and used in multiple modules.

• Workers

• Competencies

• Teams for workers

• Organization hierarchy

Date-Effective Data

Occasionally, you must update a worker or position. You can use the Maintain versions form to define when these changes take effect and when old versions expire.

The Maintain versions button, form, and record filter are used throughout Microsoft Dynamics AX. After you are familiar with setting effective dates for new versions of a record, you can maintain several versions for many types of records in the Human Resource Management module and throughout Microsoft Dynamics AX.

Creating New Worker Versions

On the Workers list page, select the worker to update and then click Maintain versions to open the Maintain worker versions form. Use a tab to update the worker's information. When you update the information, you set the date that the change will take effect for each tab. You can choose to start using the updates immediately or select a date in the future. When you finish entering the information, the earlier version is set to expire before the new version takes effect.

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Set Up Human Resource Management You must set up shared parameters for records that are shared across modules, such as positions, and company-specific parameters that are specific to each legal entity, such as applications. Before you can complete the parameter setup, you must create identification types and number sequences.

Set Up Identification Types

You must set up identification types before you can enter identification information for workers. When you add identification information for a worker, you must associate the identification information with an identification type. The following list contains some examples of identification types:

• Social Security number (SSN)

• Visa

• Passport

• Driver’s license

• Birth certificate

To define a new identification type or review a list of existing types, click Human resources > Setup > Workers > Identification types. You can enter a simple code and description.

Set Up Number Sequences

Number sequences are used throughout Microsoft Dynamics AX to allocate ID numbers or identifiers for entities. Before you can assign a number sequence to a Human resources reference, you must set up number sequences codes in the Number sequences list page.

Click Organization administration > Common > Number sequences > Number sequences.

Company-specific number sequences

Some Human resources information is not shared across legal entities, but are specific to one legal entity:

Applications

Absence registrations

Courses

Agendas

Events

Cases

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Human Resource Management in Microsoft Dynamics® AX 2012 R2 For example, the number sequence code ABC-001 is assigned to the Course ID reference for Legal entity A. The first three courses that are created in Legal entity A have course IDs ABC-001, ABC-002, and ABC-003. The number sequence code ABC-001 is also assigned to the Course ID reference for Legal entity B. The first three courses that are created in Legal Entity B have course IDs ABC-001, ABC-002, and ABC-003.

Shared number sequences

Some Human resources information is shared across legal entities:

Personnel numbers

Positions

User requests

I-9 documents

Applicants

Discussions

For example, the number sequence code ABC-001 is assigned to the Personnel number reference. The first three new workers that are hired in Legal entity A have personnel numbers ABC-001, ABC-002, and ABC-003. When two new workers are hired in Legal entity B, they will have personnel numbers ABC-004 and ABC-005.

Human Resource Parameters

Use the Human resources shared parameters form and Human resources parameters form to set up Human resource management parameters. Click Human resources > Setup > Parameters.

You should define all parameters before you begin to create your data. However, you can modify your settings at any time.

Note: Before you can specify the human resources parameters for identification types and number sequences, you must first set identification types and number sequences.

On the Human resources shared parameters form, parameters are grouped into areas according to their functionality:

• Identification – Select the identification types that represent the identification numbers that are listed in the subsequent fields. The information for the subsequent fields is maintained in the Identification type form.

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Module 1: Introduction to Human Resource Management • Payroll – Use this page only if your agency also uses the Microsoft

Dynamics AX US Payroll module.

• Positions – Define whether new positions are available for assignment by default.

On the Human resources parameters form, parameters are grouped into areas according to their functionality:

• General – Select a color to apply to open absence transactions, specify the style sheet to use for reports, indicate whether to enable the integration between training courses and absence registration, select the absence code to use to control this integration, and indicate how long injury and illness case incidents should be kept.

• Recruitment – Select the document types to use for automated correspondence with applicants, select the recruitment project to use for unsolicited applications, and specify a period that is used to calculate expiration dates for applications.

• Compensation – Indicate whether to show a warning before a user saves information in a fixed or variable plan. If you are using performance management, you can select a rating model to use instead of the model assigned to compensation plans when rating performance.

• Number sequences – Select the sequences that will be used to automatically assign IDs to items in Human resources, such as applications, absence registrations, events, case numbers, courses, and course agendas. To maintain number sequence references and codes, use the Number sequences list page. (Click Organization administration > Common > Number sequences > Number sequences.)

Demonstration: Set Up Shared Parameters

This demonstration shows how to set up parameters to use for all your legal entities. Parameters are grouped into areas according to their functionality. In each area, you can set up the following parameters.

Demonstration Steps

1. Define the identification types that represent the identification numbers that are listed in the ID fields. a. Click Human resources > Setup > Parameters > Human

resources shared parameters. b. Open the Identification page. The information for the following

fields is maintained on Identification type form. c. In the SSN field, select the identification type that represents the

Social Security number.

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Human Resource Management in Microsoft Dynamics® AX 2012 R2 d. In the National ID number field, select the identification type

that represents the National ID number. e. In the Alien ID number field, select the identification type that

represents the Alien ID number. f. In the Personal ID code field, select the identification type that

represents the personal ID code.

2. Select the number sequences that will be used to automatically assign IDs to items in Human resources.

Note: To maintain number sequence references and codes, use the Number sequences list page. (Click Organization administration > Common > Number sequences > Number sequences.)

a. Open the Number sequences page. b. In the Number sequence code field, select the number

sequences to use for the following records: Personnel numbers

Positions

User requests

I-9 documents

Applicants

Discussions

Personnel actions, if enabled

3. Select the appropriate worker assignment behavior when new positions are created. a. Open the Positions page. b. In the Available for assignment field, select whether new

positions area available for assignment by default. Always – You can assign workers to new positions when

positions are created. The Available for assignment date and time are set to the creation date and time on the General tab in the Position form when positions are created.

Never – You cannot assign workers to new positions when positions are created. If you select this option, you must open the Position form for each new position as it becomes available and enter the Available for assignment date on the General tab to enable worker assignment.

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Module 1: Introduction to Human Resource Management Demonstration: Set Up Company-Specific Parameters

This demonstration shows how to set up parameters that are specific to the legal entity for which you are currently logged on.

Demonstration Steps

1. Define default expiration dates for absences and incidents. a. Click Human resources > Setup > Parameters > Human

resources parameters. b. Open the General page. c. In the Absence color codes field, select the color for open-

ended absence transactions (those with a start date but no end date).

d. Select the Integration to absence? check box to automatically request an absence for the days of a course when a worker registers.

e. If you are automatically generating absences for course days, in the Absence code check box, select the absence code to use for these automatically generated absences.

f. Select the Keep case incidents check box to keep injury and illness records for a specific number of days.

g. If you are keeping injury and illness records for only a certain number of days, in the Number of days field, enter the number of days after which the record can be manually deleted.

2. Define default values related to recruitments. a. Open the Recruitment page. b. In the Word document type field, select the document type to

use for letters generated for applicants. c. In the E-mail document type field, select the document type to

use for email messages generated for applicants. d. In the Unsolicited field, select the recruitment project to assign

applications to that are submitted from the Enterprise Portal but are not for a specific recruitment project.

e. In the Period field, enter the number of units after the date an application is received that the application should expire by default.

f. In the Unit field, enter the units to use to calculate the expiration date. For example, if you enter "90" in the Period field and Days in the Unit field, an application that is received on 11/9/2012 expires on 2/7/2013 by default.

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Human Resource Management in Microsoft Dynamics® AX 2012 R2 3. Define default values related to compensation.

a. Open the Compensation page. b. Select the Enable save validation check box to display a

message that asks whether the user wants to save the record any time that a user closes a compensation-related form. Some forms within compensation management do not let users delete information. Therefore, prompting users to verify that they want to save information might help limit the amount of information that is saved, but then cannot be deleted later. When this field is cleared, the records are always saved immediately, possibly before the user is ready.

c. In the Rating source field, select whether compensation increases are based purely on compensation or on competencies.

d. If compensation is based on competency, in the Rating field, select the rating model on which the competencies are based.

4. Select the number sequences that will be used to automatically assign IDs to items in Human resources.

Note: To maintain number sequence references and codes, use the Number sequences list page. (Click Organization administration > Common > Number sequences > Number sequences).

a. Open the Number sequences page. b. In the Number sequence code field, select the number

sequences to use for the following records: Applications


Courses

Agendas

Events

Cases

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Module Review You might want to review this module again after you complete the other modules in this course. The Human Resource Management module is full of codes that can be set up as a default value from the parameters forms.

Test Your Knowledge

Test your knowledge with the following questions.

Categorize Activity

Categorize each item into the appropriate category. Indicate your answer by writing the category number to the right side of each item.

Categories

1. Company-specific number sequences

2. Shared number sequences

Items

Courses

Cases

Discussions

Personnel numbers

Agendas

Applicants

Applicants

Positions

I-9 documents

Events

User requests


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Human Resource Management in Microsoft Dynamics® AX 2012 R2

Test Your Knowledge Solutions

Module Review and Takeaways

Categorize Activity

Categorize each item into the appropriate category. Indicate your answer by writing the category number to the right side of each item.

Categories

1. Company-specific number sequences

2. Shared number sequences

Items

1 Courses

1 Cases

2 Discussions

2 Personnel numbers

1 Agendas

1 Applicants

1 Applicants

2 Positions

2 I-9 documents

1 Events

2 User requests

1 Absence registrations

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ax2012 hrm

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